50-01 Administrative Process for Reserve Service of 90 or More Consecutive Days

Cadets and Junior Canadian Rangers Group Instruction (CJCR Gp Inst)

Introduction

Date of Issue: 2022-09-08

Date of Last Modification: N/A

Application: This is an order that applies to applicants of CJCR positions.

Approval Authority: DCOS Sp 

Enquiries: CJCR HQ J1 

1. Purpose

1.1 The purpose of this instruction is to clarify the intent and define the conditions and process for conducting the REO processes within the CJCR, for all Cl “B” Reserve Service positions of 90 or more consecutive days. 

2. Abbreviations

Abbreviation	Complete word or phrase
CAF	Canadian Armed Forces
CJCR	Cadets and Junior Canadian Rangers
Cl “B”	Class “B”
COATS	Cadet Organizations Administration and Training Service
DCBA	Director Compensation and Benefits Administration
DHG&E	Dependants, household goods and effects
HQ	Headquarters
Monitor MASS	Monitor Military Administrative Support System
MOSID	Military Occupational Structure Identification
PRes	Primary Reserve
REO	Reserve Employment Opportunity
Res F	Reserve Force
RCSU	Regional Cadet Support Unit
Supp Res	Supplementary Reserve
TOR	Terms of Reference

3. Publication Stage

3.1 The RCSU/DCOS will submit a request through the CJCR HQ J1 section, to publish an REO with an intent to fill the position, for approval by the DComd CJCR. The request will include the following information:

1. position title;
2. position number;
3. position TOR;
4. draft REO;
5. current status of position, i.e. new, currently filled with an SOU end date, etc.;
6. anticipated start date;
7. anticipated position tenure;
8. confirmation of position funding through the anticipated tenure; and
9. concurrence of RCSU/CJCR HQ CO.

REO Message Format

3.2 Paragraphs 2-4 of an REO message must match the details for the position in Guardian or the approved TORs, as applicable. 

3.3 All REO messages will indicate in paragraph 2A that members who are one rank higher or one rank lower may apply. An example statement for a position established at the rank of Captain is provided at Annex A.

3.4 The remarks section of paragraph 2B may indicate any MOSID that will be considered for the position and should include one or more of the following MOSIDs as appropriate:

1. 00232 Cadet Instructor Cadre;
2. 00360 COATS – General Service Officer; and
3. 00359 COATS – General Service Non-Commissioned Member.

3.5 Paragraph 2H must indicate that either option for Reg F annuitants will be considered for the REO in accordance with CF Mil Pers Instr 20/04, Administration of Cl A, B, and C Reserve Service, and CJCR Gp Order 5520-10, Specific Annuitant Exception.

3.6 Paragraph 5 must include all relevant information pertaining to rations, quarters, accommodations and move consideration. All permanent REOs lasting one year or longer should be considered for a funded relocation move of DHG&E at public expense, in order to attract all potential applicants.

3.7 Paragraph 7 must clearly articulate the name, position, and contact information for the employing unit OPI.

3.8 Paragraph 9 must clearly articulate the process for all CAF members to apply for the REO through their home unit’s orderly room and to be nominated in Monitor MASS. The approved wording for this requirement is provided at Annex A.

3.9 Paragraph 9 must include all remaining information pertinent to the application process. Specific comments must be included which provide direction to both the applicants and the home unit with regards to the expected application process using Monitor MASS. The approved wording for this requirement is provided at Annex A. Information contained in this section includes:

1. any additional information pertaining to the length of the period of service;
2. applicant process to request nomination in Monitor MASS;
3. employment restrictions concerning Reg F annuitants;
4. a list of documents that must be included in an application package;
5. a list of additional documents that the applicant may choose to include with their application such as personnel evaluations reports, reference letters, certificates, etc.;
6. general statement regarding the ongoing fitness of members employed on Cl “B” Reserve Service; and
7. additional eligibility criteria for Cl “B” Reserve Service employment.

3.10 Employing units are not permitted to use a member’s personnel file or require applicants to include copies of personnel evaluation reports as part of the hiring process.

Additional Requirements

3.11 In addition to the development and publication of the REO message, the Board Secretary and Board Chairperson, in consultation with subject matter experts as necessary, will develop the:

1. application scoring guide;
2. interview questions and scoring guide;
3. performance-based assignment (when required); and
4. reference check questions.

3.12 When designing the application and interview scoring guides, additional weight should be placed on requirements that are deemed of greater importance for a successful applicant. Examples can be found in Annex B and Annex C.

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4. Nomination Stage

4.1 The home unit will complete the home unit check prior to processing an applicant’s nomination in Monitor MASS. The home unit check is conducted to ensure the member does not have any outstanding administrative or disciplinary action pending. In the case of an adverse situation, the home unit CO will advise the employing unit of the member’s circumstances. The information obtained will be added to the applicant’s file for the employing unit CO to review and decide if the applicant will continue through the REO process.

4.2 Once the home unit check is complete, the home unit will nominate the member in Monitor MASS and upload the member’s submission. Units are reminded that Protected B documents cannot be uploaded into Monitor MASS and must be emailed to the OPI.

5. Assessment Stage

5.1 Only the applicant’s submission and MPRR may be used by the selection board to assess the applicant in relation to the required experience, qualifications, and secondary requirements for the position, and the applicant’s past performance and potential.

5.2 The Board Secretary will review each submission to confirm the required information and documents requested in the REO message have been provided. In cases where a submission lacks the required information and documents, the Board Secretary will contact the applicant to verify that the applicant is satisfied with their submission. If the applicant chooses to include more information and documents, all documents must be received prior to the application review phase.

Application Review Phase

5.3 The board members will assess each applicant’s file against the scoring guide which can be found at Annex B. The file review is conducted without consultation between the board members as scores assigned are a matter of individual judgment.

5.4 Once each board member has completed their individual evaluation, the Board Secretary will advise the board members if a reconciliation meeting is required. The variance between the board members’ individual scores for the required experience and qualifications, and for the combined score of the secondary requirements, past performance, and potential, must not be greater than 20% of the max points allocated for each section. There is no requirement for board members to assign the same score for each criterion. Should a board member assign a score of zero for any essential requirement, a reconciliation meeting will be held in order to discuss the assigned zero score.

5.5 The Board Chairperson may elect to restrict the number of applicants who are advanced to the interview phase. When making this decision, the Board Chairperson will consult the Board Secretary as the J1 subject matter expert, or the RCSU/CJCR HQ J1 if the board secretary is not from the J1 section, and will consult the board members to determine an appropriate number of applicants to advance to the interview phase. Any decision to restrict the number of applicants who advance to the interview phase must be fully substantiated in the board report. Examples of substantiation include:

1. the selection board elects to only advance the top 30% of applicants due to the large number of applicants who meet the 70% threshold; and
2. there is a significant break or grouping by score following the application review phase, therefore the selection board elects to advance only the top grouping.

5.6 All applicants who are not advancing to the interview phase will be notified prior to the interviews occurring.

Interview Phase

5.7 Only the board members and the applicant should be present during the interview. The Board Secretary may be required to provide connection or presentation support prior to the start of the interview.

5.8 The board members will assess each applicant’s responses against the scoring guide which can be found at Annex C.

5.9 Each applicant participating in the interview may receive the interview questions two days in advance of their scheduled interview. When interviews are spread over multiple days, each applicant will have the same amount of time to review the questions prior to their interview, therefore applicants may not receive the interview questions at the same time, depending on when their interview is scheduled. Applicants are not to share the questions with other personnel.

5.10 The Board Chairperson will begin each interview with a pre-determined set of directions for the applicants which will include:

1. an introduction of board members;
2. the format the questions will be asked, i.e. each board member rotates through asking a series of questions of the applicant;
3. the approximate duration of the interview;
4. an invitation for the applicant to write notes;
5. confirmation if clarifying questions will be allowed;
6. the procedures should the interview be interrupted due to technical issues; and
7. the procedures and timelines following the conclusion of all interviews for a decision to be made by the employing authority.

5.11 Each board member should have an opportunity to ask each applicant interview questions. The question should be asked by the same board member to each applicant, i.e. board member 2 asks each applicant question number 2.

5.12 After interviews are completed, the board members and the Board Secretary will meet to reconcile all assigned scores. Scores awarded to each question for an applicant should have a variance of no greater than 20%. Should a variance greater than 20% exist, the board members will discuss the rationale for the scores assigned and adjust scores as appropriate to be within the acceptable variance. There is no requirement for board members to assign the same score for each question.

5.13 Personal references provided by the applicant may be contacted by the Board Secretary or the Board Chairperson following the interviews. References will be contacted in the same manner for each applicant, by telephone or by email, and be asked the questions developed during the publication stage. The information obtained will be added to the applicant’s file.

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6. Recommendation Stage

6.1 The board report will list all applicants that were nominated in Monitor MASS for the position, ordered from highest to lowest score as determined in the assessment stage. The board report will also include the Cl “B” eligibility information for each applicant who is included in the recommendation stage as per the template at Annex D.

6.2 The selection board’s recommendation among qualified applicants will be based on the overall aggregate scoring for the position and the eligibility criteria for Cl “B” Reserve Service. Priority will go to the high scoring, qualified applicants of the correct substantive rank that meet or are capable of meeting the eligibility criteria prior to the start of the Cl “B” Reserve Service. The appropriate method of ranking applicants can be found in the Board Report Template at Annex D.

6.3 While reviewing the scores allocated during the selection stage, the selection board will consider the eligibility criteria for Cl “B” Reserve Service in their recommendation of a successful applicant.

Eligibility Criteria

6.4 The eligibility criteria for Cl “B” Reserve Service being staffed through the REO process is clarified as follows: 

Universality of Service	As per DAOD 5023-1, Minimum Operational Standards Related to Universality of Service, COATS members are not required to meet the minimum operational standards.
Age	As per DAOD 2020-3, Cadet Organizations Administration and Training Service, the compulsory retirement age for COATS is age 65.
MOSID	Prior to accepting the position, the applicant should meet the MOSID requirement advertised in the REO.
Medical	As per CF Mil Pers Instr 20/04, Administrative Policy of Class “A”, Class “B” and Class “C” Reserve Service, the member must meet the minimum medical standards for their military occupation. Inability to meet the standard within 30 days of the start of employment will result in cessation of Cl “B” Reserve Service.
Dental	As per CF Mil Pers Instr 20/04, Administrative Policy of Class “A”, Class “B” and Class “C” Reserve Service, the member must meet dental fitness requirements. Inability to meet the requirement within 30 days will result in cessation of Cl “B” Reserve Service.
Rank	A reservist meeting the substantive rank requirement for the position must normally fill the position. Employing units, with the concurrence of the approving authority, are permitted to under-rank or over-rank in exceptional cases where no other qualified and suitable applicant of the identified substantive rank is available, for both permanent and temporary positions, as per CF Mil Pers Instr 20/04, Administrative Policy of Class “A”, Class “B” and Class “C” Reserve Service.
Security Clearance	CAF members must be security screened to the level required for their position. If a CAF member without the required security clearance is selected, they will apply for the required level as soon as possible. Inability to meet the required level will result in cessation of Reserve Service.
Personal Fitness	As per DAOD 5023-1, Minimum Operational Standards Related to Universality of Service, COATS members are not required to meet the minimum operational standards.
Language	A position’s language requirement is defined in Guardian and the approved TOR for the position. As per CANFORGEN 132/17, Identification of Official Languages Requirements for Primary Reserve Positions and clarified by the Department of Official Languages, federal institutions, are to strive to comply with the Official Languages Action Plan. Given the Res F limitation around language training and testing, the employing authority may consider the language abilities of individual applicants in relation to the unit/section and the capability to provide service in the official language of choice of the subordinate units. This means that the applicant selected in a position may not meet the language requirements for the position. However, priority in the selection stage among qualified applicants must go to the applicants meeting the language requirement.
Requirement for Relocation Move	The employing unit is to balance geographic location when selecting among qualified applicants against the costs associated with a move at public expense. A relocation move is subject to the recommendation of the DComd CJCR and approval by DCBA.

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7. Selection Stage

7.1 The employing authority will select the successful applicant balancing the recommendation of the selection board, the needs of the unit, and the eligibility requirements. The following table details the priority for the eligibility criteria:

Priority	In terms of …	Priority must be given to…
1	Annuitant Status	Qualified non-annuitants; then Qualified applicants who are prepared to serve under CFSA Option 2 (no annuitant break); then Qualified applicants who are prepared to serve under CFSA Option 1 (annuitant break) can be considered as per CJCR Gp Order 5520-10, Specific Annuitant Exception.
2	Component	Reserve Force; then Regular Force.
3	Rank	Qualified applicants with the required substantive rank; Qualified applicants who are one rank higher or one rank lower may be considered who meet the requirements for promotion (if lower); then Qualified applicants one rank lower may be considered who are missing one or both of the requirements for promotion.
4	MOSID	COATS; then Other Reserve Force Sub-Components; then Regular Force.
5	Language	Qualified applicants who possess the required language profile for the position; then Qualified applicants without the required language profile may be considered. As long as the Language eligibility criteria for the unit/section are met.
Additional eligibility criteria to consider:
6	Relocation	There is no specific priority regarding relocation as it is the decision of the employing authority.
7	All remaining eligibility criteria for Cl “B” Reserve Service.	Qualified applicants who fully meet the remaining eligibility criteria or those who can fulfill the criteria in a reasonable period of time upon the commencement of Cl “B” Reserve Service; then Qualified applicants who partially meet the remaining eligibility criteria may be considered. Inability to satisfy the criteria within a reasonable period following the commencement of Reserve Service will result in cessation of the Reserve Service within 30 days.

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8. Debrief Stage

8.1 Applicants may request a debrief once they have been notified of their application status. Only the Board Secretary and the Board Chairperson may provide feedback to a candidate.

8.2 In an effort to provide meaningful and specific feedback for each individual applicant, without disclosing information concerning other applicants or the specific criteria used to score the assessment stage, the Board Secretary and Board Chairperson may disclose the following information to an applicant:

1. the Board Secretary will provide an applicant with:
   1. the number of applicants for the REO;
   2. a PDF of the individual applicant scores broken down by board member and assessment factor, without identifying specific board member marks; and
   3. general remarks concerning ways the applicant may improve their future application packages.
2. through a phone or video conference, the Board Chairperson will provide an applicant with:
   1. specific feedback on the application package;
   2. specific feedback on the interview results;
   3. specific feedback on any performance-based assignments; and
   4. general remarks concerning ways the applicant may improve their future application packages.

9. References

Source References

• 5323-1 (DGRC) Management Framework, CFSA Part 1 Annuitants Full Time Reserve Service
• CF Mil Pers Instruction 20/04, Administrative Policy of Class “A”, Class “B” and Class “C” Reserve Service
• DAOD 2020-3, Cadet Organizations Administration and Training Service
• DAOD 5002-1, Enrolment
• DAOD 5023-2, Minimum Operational Standards Related to Universality of Service
• Military Human Resources Records Procedures Chapter 19, Class A, B, C Reserve Service
• CANFORGEN 132/17, Identification of Official Languages Requirements for Primary Reserve Positions
• CJCR Gp Order 5520-2, Reserve Service Opportunities – 90 or More Consecutive Days
• Natl CJCR Sp Gp – RCSU O&E Update Directive, 17 Sep 20

Related References

• CJCR Gp Order 5511-1, Promotions – Cadet Organizations Administration and Training Service Members
• CJCR Gp Order 5520-1, Cadet Organizations Administration and Training Service – Succession Planning
• CJCR Gp Order 5520-10, Specific Annuitant Exception

Annexes

Annex A

Reserve Employment Opportunity Template

Annex B

Application Scoring Guide Template

Annex C

Interview Scoring Guide Template

Annex D

Selection Board Report Template

Annex E

Applicant Scores Excel Spreadsheet Template

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